Click here to watch the video on Quoting & Ordering in BUZ
Overview
Quoting has many aspects to:
- Collect details of the products the customer wants a price for.
- Collect details about the job overall.
- Printing in multiple formats detailed or not so detailed information about those products.
- Sales Representative discounts available.
- Current promotional discounts.
- Deposit collection with rules.
- Look at production and installation capacities.
- Copy quote/ order should a similiar quote be require with say a different fabric.
- History of activities against the quote/ order.
- Process an order adding entries into Job Tracking (Production) and Delivery (Installations).
- Print Job Sheets and Barcode Labels. These can also be printed from Job Tracking.
On this page:
Quoting and Ordering Dashboard
| Description | |
| Quotes | Pending Not yet Accepted |
| Awaiting Action | Accepted waiting to be processed (or check measured) |
| Awaiting Approval | Awaiting deposit, discount or credit approval |
| Work in Progress | Anything WIP not yet completed. Meaning it has been accepted, processed and approved and not yet invoiced |
Information for new online wholesale customers
The following can be sent to customers new to online ordering.
Multiple Quote statuses
You can have multiple quote statuses setup with the same function. This allows you to quote and go through a process of statuses as required prior to accepting the quote.
See below example
- Select the status quote on the RHS
- Select from the drop down list of statuses.
The statuses can be setup in sales settings → Lead Status & Order Status
Adding items to existing Quotes
- Options → Edit
2. +Add Item button → this will take you to the Product categories screen → add the items as required
Special Tax such as Overseas (Export) Orders
On the first page of Quoting, top right, is a dropdown that a special tax rate for this order which overrides the product's tax setting. To utilise this an appropriate Tax Code, such as Export NZ, needs to have been setup see Tax Rates.
Cancelling/Declining a quote
Want to remove copied or lost quotes from pending? Open the quote in sales, current status is "quote" click on declined on the left-hand side, the status of the quote will update to declined.
Options Button Function
There are several functions that can be accessed from the Options button and these change based on the status of the Quote/ Order.
- Edit - Select this to edit this Quote/ Order.
- Process - This option is only available after the quote has been Accepted. This creates entries in the Job Tracking and Delivery Tracking systems. Usually used mainly by wholesalers when they receive and order from their retailer.
- Labels - This option is only available after the quote has been Accepted. This downloads a Labels file using the formatting from the uploaded Job Sheet - Labels worksheet. Depending on your browser, opening on the file will cause the file to be printed using BUZ Labels Print program.
- Redo Check Measure - Ability to complete the check measure again.
- Cancel - cancelling an order no longer required prior to production or invoicing.
- Copy - Copies the current Quote/ Order to a new one giving it the same number and the next available letter for the revision.
- Copy (New Number) - Copies the current Quote/ Order to a new one giving it a new order number.
- Re-work - Create a copy of the order for required reworked items. The copied order uses the the same number and the next available letter for the revision, say “.B”
- Follow Up - This option is only available after the quote has been Declined and is used to return it to a Follow Up status which was it's status before it was Declined.
Width Restrictions
The maximum width, height and depth are managed in the following ways:
- On the Inventory Item if a width has been set then this is treated as the maximum width the blind can be made in with the fabric.
- Use Range data type in Layouts to set 2 levels note recommended and not available each with a specific message.
- When a price grid is used to get the price and the size returns $0 then it cannot be ordered.
Check how the price is calculated
When on the entering details for an item (Product Catalogue page) to find out the price before adding the item to cart click Check Price.
After clicking Check Price the Show Process button appears, clicking this displays the price calculation in a step by step list.
On the Quote summary screen the price will appear in the below columns
| Column | Description | Note |
|---|---|---|
| Cost | Cost/Wholesale price | |
| Price | RRP | (Includes the tax rate/GST setup on inventory item) |
| Item Amount | Price after Discount | (RRP - Discount %) |
| Amount | Total Price with all options included |
Create Pre-books
Pre-books allow you to allocate an appointment to an installer prior to the quote being accepted.
To create a pre book, on your quote summary screen select
- Options
- Create Pre-book
This then creates an entry within Dispatch with a status of "Unconfirmed" and a dispatch type of "Pre-Book".
See this link for more information on Dispatch > Dispatch you will need to have a dispatch type of "Pre-book" setup > Dispatch Type
Note: Once the quote is accepted you can no longer create a pre-book
Cancelling an Order
To cancel an Order that has been Processed.
- All Job Tracking entries must be cancelled. This is to ensure that Production or Supplier is notified of the cancellation and that it is appropriate to accept the customer's cancellation.
- The Despatch entries such as Check Measure and Installation must be cancelled. This is to confirm any installation planing is cancelled.
- Any receipts must be removed. Click on receipt number to access receipt and Options then see Edit or Remove a Receipt from an Order to remove the receipt.
Reviewing the History of the Quote and adding notes to the history.
To view the quotes history click the Show History button and a list will drop down.
To add a note to the list click + Add Note type the note in the popup and Save.
The most recent history entry always shows in the area just above the buttons.
Can an Invoice be Un-invoiced?
No!
When an order is Invoice many tasks happen in the back end and undoing them can be different depending on what else has happened.
This is particularly complicated when connected to Account software as in most cases we cannot undo what has happened in the external system.
The correct way to deal with this is to credit the invoice and re-enter the order.
Edit or Remove a Receipt from an Order
Open the quote at the Summary page the receipt appears under the quote total, in brackets is the receipt number, click on the receipt number to open the receipt in Banking. To the right near the top is Option button click it and 2 options dropdown Remove and Redo or Edit.
Remove and Redo - This deletes a receipt from BUZ. A popup asks confirmation the receipt is to be removed, once confirmed new receipt page opens. NOTE removing the receipt needs to be entered into the accounting system manually the interface does not deal with this.
Edit - This opens the Receive Money page with the details of the receipt and the order for editing.
Credit notes
Credit notes are created once the order has been completed/invoiced, On completion you have the option to apply credit
Options-> Apply Credit
The credit note is then created, You can amend the credit amount if needed
The credit note will be allocated to the original order once accepted.
Once the credit note has been accepted the statement will show the original order value minus the credit note amount
